How much preparation do I need to do?
Who will be responsible for overseeing the audit at my office?
How long do audits take?
What do audits cost?
What is the audit self-assessment application?
Who can I approach for recordkeeping advice?
What happens if I don’t cooperate with the audit programme?
Who can I contact to find out more?
Preparation for audits is not necessary, and activity that is being undertaken to ensure compliance with the Public Records Act should not be misrepresented as 'preparing for the Public Records Act Audit'.
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We will write to Chief Executives of the organisations included in the audit round asking them to identify a Senior Responsible Officer to coordinate audits and sign-off the organisation’s recordkeeping capability self-assessment.
The Senior Responsible Officer is the key contact point for the coordination of the audit and is authorised by the Chief Executive to provide management representations of the organisation's recordkeeping practices.
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The end-to-end time taken for an audit will vary depending upon the size and diversity of an organisation, and its ability to source the full range of documentary evidence required during the audit.
The Audit Team will contact the Senior Responsible Officer (SRO) for the audit to arrange an initial meeting. At this meeting we will provide the SRO with an overview of the process, agree key timings and the treatment of any specific issues or concerns.
The Public Records Act requires the Chief Archivist to commission and pay for the audits. There are no direct costs for audit clients.
Self-assessment of recordkeeping capability will form a key part of the audit process.
Public offices being audited will have access to a web-based self-assessment application hosted and supported by Archives New Zealand.
The audit self-assessment application will have navigational aids, contextual help and the capability to produce a report which can be used in business planning, business performance improvement initiatives and legal compliance reporting.
N.B The self-assessment application was formerly referred to as the Audit Tool.
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The Government Recordkeeping Programme team provides recordkeeping advice.
The Appraisal Team provides advice on disposal of records, implementation of authorities, deferals of transfer and appraisal of records.
To request advice, and for further information on Archives New Zealand's recordkeeping advisory services contact can be made through: rkadvice@dia.govt.nz
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The Audit Team will always look to work with audit clients in a constructive and cooperative manner.
However, in the event of non-cooperation – or serious instances of non-compliance with the requirements of the Public Records Act - the Chief Archivist has powers to:
For more information, please contact:
Programme Coordinator
Email: audit.advice@archives.govt.nz
Public Records Act Audit Programme
Archives New Zealand, Department of Internal Affairs
PO Box 12-050, Wellington
Telephone: 04 894 6027
Fax: 04 495 6210